Last updated: May 15, 2025

At Loop Works, LLC ("Loop Works", "Loop" or "Company"), we are committed to building AI-powered tools that support and enhance human decision-making within our platform. This Responsible AI Policy outlines our approach to using artificial intelligence (AI) in a way that aligns with our core principles of privacy, fairness, transparency, and trust. 

Purpose and Scope 

This policy describes how Loop Works uses AI to deliver features within our Services, including how we protect individual privacy and ensure ethical usage. It applies to all AI-driven capabilities integrated into the Loop platform, including those used by our Customers and their users. 

Our AI features are designed to assist recruiters and hiring teams, not to replace or remove them, and all decisions involving candidate data remain under human control.  

AI features in the Loop platform are optional and can be enabled or configured by Clients based on their preferences. All AI usage is governed by the principles outlined in this policy, and any AI-generated outputs are clearly marked and subject to human review. 

Current Use of AI in the Loop Platform 

At present, AI is used to summarise candidate profiles and recent messaging history. These summaries are designed to support recruiter workflows by providing a clear, concise overview of a candidate’s status, communication, and context. 

All AI-generated summaries are clearly marked in the user interface. They are informational only and intended to save time, but they do not make decisions. Loop Users always retain full oversight and control. 

Protecting Personal Information 

Loop Works is committed to minimising the exposure of personally identifiable information (PII) in AI workflows. Specifically: 

• We use automated tools to redact PII (e.g., names, email addresses, phone numbers) before data is passed to AI models. 

• Placeholder tokens (e.g., [NAME], [EMAIL]) may be used to maintain readability and context. 

• We avoid sending any unnecessary or sensitive personal data to AI systems. 

• All AI processing is conducted within our secure Azure infrastructure.

These steps are designed to protect individual privacy, reduce bias in AI outputs, and comply with applicable data protection regulations. 

Human Oversight and Control 

Our platform is built on the principle of AI-assistance, not automation. Accordingly: 

• Summaries are informational only and not used to trigger any automated changes to candidate records or workflows. 

• Users can disregard, edit, or ignore the summaries at their discretion. 

• Future features involving AI recommendations or suggested actions will be governed by the same principle of human-in-the-loop design. 

Bias Mitigation and Fairness 

Loop Works proactively designs AI systems to reduce the risk of bias and support fair treatment of all users and candidates. This includes: 

• Scrubbing identity-linked PII from inputs before summarisation. 

• Using role-neutral, inclusive language in AI outputs. 

• Reviewing prompt design and AI outputs regularly to ensure alignment with fairness goals.

We believe that responsible design reduces the likelihood of biased suggestions and supports better decision-making by our users. 

Transparency and User Education 

Users interacting with AI features in the Loop platform will be: 

• Clearly informed when a summary or suggestion was AI-generated. 

• Given a "Learn more" link or tooltip to access this policy. 

• Provided with context around AI-generated outputs, including why a certain action was recommended.

Our goal is to make AI visible but non-intrusive, helpful but optional.